Mountain run checklist: organise the race in the right order

A mountain run needs more than a marked trail and a start line. You need to confirm access, permits, traffic arrangements, volunteers, first aid, timing, participant data, and supplies before race day. Work through the plan in sequence: secure the route first, open registration next, then prepare signage, bibs, staffing, equipment, and refreshments. The checklist covers 68 tasks and 54 items, including route arrows, kilometre markers, radios, stopwatches, medals, coolers, and registration equipment.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Set the date and route
2 people
Arrange permits and notifications
2 people
Confirm the start and finish location
Develop the traffic plan
2 people
Recruit volunteers
2 people
Send invitations
2 people
Publish registration form
Process registrations
2 people
Collect dietary requirements
Check the route
3 people
Order race numbers
Ordering medal quantities
Prepare time tracking
2 people
Assign volunteer tasks
2 people
Arrange first aid staffing
2 people
Assign traffic posts
2 people
Make Course Maps
Send participant information
Check the weather forecast
Do the shopping
3 people
Sort bib numbers
3 people
Print participant lists
Prepare route signs
2 people
Fill coolers
2 people
Check first aid supplies
Prepare the volunteers briefing

Event

Mark the start and finish area
4 people
Build party tents
4 people
Set up tables and chairs
4 people
Set up registration desk
2 people
Lay out bib numbers
2 people
Set up the drink stations
4 people
Set up the first aid station
2 people
Place course signs
6 people
Set up traffic barriers
4 people
Staff traffic posts
8 people
Test time tracking
2 people
Brief volunteers
2 people
Open registration
3 people
Hand out race numbers
3 people
Staff the luggage check-in
2 people
Lead the warm-up
2 people
Guide participants to the start
3 people
Give the signal
2 people
Refill drinks
4 people
Record the finish
3 people
Handle medal distribution
3 people
Hand out fruit and snacks
3 people
Keep first aid available
2 people
Welcome arriving runners
2 people
Check Time Results
2 people
Prepare awards ceremony
2 people
Carry out award ceremony
3 people
Clear the finish area
5 people
Collect course signs
6 people
Remove traffic barriers
4 people
Collect waste
4 people
Take down tents
4 people
Move materials to storage
4 people
Wash dishes
3 people

Aftercare

Clean the venue
4 people
Collect lost and found items
2 people
Export time tracking
Publish results
Thank participants
Store leftover groceries
2 people
Return rental items
2 people
Take waste to the collection point
2 people

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 3
Tablesqty 10
Folding chairsqty 30
Beer tablesqty 4
Clothes racksqty 2
Storage cratesqty 12

Sports equipment

Bib numbersqty 250
Race bib strapsqty 250
Finisher medalsqty 250
Route arrowsqty 80
Kilometer markersqty 12
Ribbonsqty 10
Conesqty 40
Traffic barriersqty 20
Stop signsqty 8
Competition ribbonqty 2

Equipment

Laptopqty 2
Tabletsqty 3
Printersqty 2
Extension cordsqty 6
Power stripsqty 6
Walkie-talkiesqty 12
Megaphonesqty 3
Stopwatchesqty 6
Power banksqty 6
Coolersqty 8
Hand sanitizer dispensersqty 6

Tableware

Reusable cupsqty 300
Coffee cupsqty 80
Platesqty 100
Cutlery setsqty 100
Serving spoonsqty 8

Catering

Coffee potsqty 4
Thermos flasksqty 6
Water jugsqty 10
Drink dispensersqty 4
Serving plattersqty 12
Serving tongsqty 8
Ice packsqty 30
Groceries

Kitchen

Cutting boardsqty 4
Paring knivesqty 4
Thermos bottlesqty 4

Cleaning

Waste binsqty 10
Dustpan and brushqty 3
Broomqty 3
Mop setsqty 2
Bucketsqty 4
Work glovesqty 12

Lighting

LED lampsqty 8
Flashlightsqty 8

Decorations

Start-finish banner
Buntingqty 8
Directional signsqty 12

Tips

Confirm the route and finish area before publishing registration. Check access, difficult sections, vehicle crossings, phone coverage, and where volunteers or first aid staff can safely stand.
Set a firm deadline for dietary requirements and participant details, then print the final participant list and sort bib numbers before race morning. Keep spare bibs and straps with the registration team.
Give every volunteer a named post, arrival time, contact method, and fallback instruction. Use walkie-talkies where the route is spread out, and keep a megaphone at the start and finish.
Place route arrows and kilometre markers only after the final course check. Count the signs, cones, barriers, and stop signs during loading so missing equipment is found before deployment.
Check the weather forecast at least 48 hours before the run and again on race morning. Fill coolers, test timing equipment, charge tablets and power banks, and check first aid supplies before participants arrive.

Frequently asked questions

How far in advance should I organise a mountain run?: Start route, location, permit, and traffic planning at least 8 to 12 weeks before the event. Open registration only after the course and finish arrangements are sufficiently confirmed.
How many volunteers do I need for a mountain run?: Plan one volunteer for each traffic or course-control post, plus separate people for registration, start and finish, refreshments, timing, and first aid coordination. Final numbers depend on the route, crossings, and participant total, so assign posts after the course check.
When should I send mountain run participant information?: Send the main participant information 7 to 10 days before the run, including the start time, route map, parking or access instructions, safety guidance, and what participants should bring. Send any final weather or route changes no later than the evening before.
How do I prepare timing and race numbers for a mountain run?: Process registrations and freeze the participant list several days before the event. Sort bib numbers, print the lists, test the laptop, tablets, printers, stopwatches, extension cords, and power banks at least 24 hours before the start.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.